Communications and Office Administrator

OVERVIEW

This position is accountable for the communications function and oversight of the office administration needs of St. John’s United Methodist Church in Rock Hill, South Carolina. This position has responsibilities and duties related to the communications channels of the church. In addition, this role has oversight of the church office support needs to include oversight of receptionist needs, data entry and office staff support. More specific duties and responsibilities are outlined below.

I. PURPOSE OF JOB

Ensures that the communications strategy and office administrative needs at St. John’s United Methodist Church are properly met, so that the staff and church ministries can be utilized to their greatest potential. This role is accountable for managing the branding and communications strategy both internally and externally for St. John’s UMC. Also, ensuring that the operational needs of the office are met such that the proper upkeep, maintenance, and improvements of the ACS (church software), various communications channels (to include the church newsletter and other communications tools.)

This role requires a talented individual with organizational, technical, and relational skills. This position needs to be able to relate with various types of individuals as the role involves close coordination with the pastors, church staff and volunteers from the church and the community.

II. MAJOR ACCOUNTABILITIES/ESSENTIAL JOB FUNCTIONS

Following are the job functions for the role of Communications and Office Administrator.

Development and oversight of communications strategy and channels used by church staff / membership:

• Develop content or oversee volunteer content creators and content managers (print, web, video, social media, etc.) in a manner that aligns our various communications venues
• Consistently provide training opportunities for church staff and volunteer team members, as needed
• Serve as the church’s brand manager, responsible for safeguarding how the church’s brand is portrayed in all communications pieces
• Work with local media outlets to share the stories about how our church is impacting the community
• Develop the church’s mobile-first inbound marketing and communications plan that will attract new people into our communications channels, deepen their engagement, and strategically bring them into the life of the church
• Take ultimate responsibility for all pieces of church content, including print, email, social media, web, mobile app, etc. Responsible to publish, ensuring every piece of content is technically effective, grammatically correct, doctrinally accurate, and within the church’s brand framework, e.g. preparation of announcements for Sunday morning, weekly newsletter(s), bulletins
• Create a system of quality control for all the communication the church produces, from web copy to emails to printed products to videos

Coordination and assembly of weekly/quarterly church publications:

• Develop church calendar of publications in alignment with communications strategy
• In alignment with Communications Strategy, as necessary publish/upload/email/assemble weekly newsletter and bulletin by using Microsoft Publisher software, or other designated software

Coordination and oversight of the software used by church staff:

• Responsible for setting up ACS (automated church software) OnDemand and maintaining information for the Church Life App
• Update ACS on a daily basis to ensure an accurate membership roster; process paperwork for new members, births, deaths, baptisms, transfers; and maintain an accurate membership roll through ACS
• Prepare Sunday School Quarterly Marking Sheets for elementary classes and promotion in ACS
• Responsible for setting up ACS, voice mail, email and etc. for new employees
• Assist with maintaining ACS Master Calendar for church & church use activities
• Compile visitors from Pew Pads and send email to staff so notes can be written, then enter visitors into ACS database
• Conduct searches for labels for various groups, birthdays for the newsletter, stewardship, shut-ins, classes, directories, etc.

Coordination and oversight of administrative duties:

• Safe Sanctuary – conduct appropriate background screens and maintain records (online) as needed in alignment with policies/procedures and at the direction of church staff
• Perform or oversee the performance through volunteers various duties to include:

• Assign and maintain door access codes in alignment with Facilities Manager defined process
• Answers calls and requests from walk-in visitors/members as needed
• Publish and mail all congregational and staff correspondence; and distribute daily mail
• Maintain petty cash box, Sanctuary Flower signup and assist with maintaining office supplies
• Responsible for RISO and postage machine updates
• Prepare various reports and certificates to include Baptismal certificates, candles; Charge Conference reports, and other reports needed by District Office
• Acknowledge memorial and honorarium contributions
• Distribute Upper Rooms for church members

Assist Church Business & HR Administrator with various responsibilities:

• Assist with the counting of offerings
• Be trained in the Financial modules of ACS and provide backup duties in the absence of the Business and HR Administrator
• Attend weekly staff meetings, periodic strategic planning sessions, and other meetings as required by the pastoral staff
• Perform all other duties as assigned by senior pastor or designated staff member and/or Trustee

III. JOB QUALIFICATIONS

Qualifications for the job, including work experience and education.

Typical Level of Responsibilities:

Communications

• Fully functioning degreed professional or equivalent job-related work experience (Communications or Marketing degree is preferred)
• Valid South Carolina driver’s license
• Intermediate knowledge of online advertising platforms, particularly Facebook, Twitter, Instagram
• Keen understanding of modern branding techniques
• Demonstrated ability to delegate responsibilities (volunteers)
• Demonstrated ability to build a communication strategy leveraging various technology platforms
• Demonstrated proficiency in marketing automation software (Ex. Constant Contact, HubSpot)
• Ability to proofread content and check for both theological and grammatical errors as needed. • Graphic design skills required. (Ex. WordPress, Canva)
• Demonstrated project management skills e.g. adherence to deadlines, communication to stakeholders

Office Administration Skills

• Demonstrated administrative skills, e.g. data entry
• Demonstrated skills in automated church software is preferred
• Excellent computer skills and knowledge, e.g. Word, Outlook
• Strong attention to detail

Competencies

• Demonstrated commitment to Christ and support of the United Methodist church
• Excellent written and verbal communication skills
• Demonstrated interpersonal skills
• Demonstrated organizational and leadership skills
• Ability to work in multi-faceted environment
• Demonstrated integrity and respect while performing tasks as he /she is a representative of the church
• Ability to multi-task assignments without losing sight of the priorities, goals and deadlines
• Ability to work with minimal supervision, and able to follow both detailed and general instructions

Job type: Full-time ($35,000-$40,000 per year)

St. John’s United Methodist Church – Rock Hill, SC

Contact: Teresa Creech – tbcree@comporium.net